Treasurer Information

Treasurers Authorization Process

 

What is CampusVibe?

Campus Vibe enables colleges and universities to communicate with students and staff, track student involvement, and manage campus organizations and programs. Student organizations can manage their members, events, and websites. It is mandatory for all incoming treasurers to join CampusVibe “AMS ClubHouse” Page.

How to access it?

The AMS ClubHouse on CampusVibe can be accessed here. You can use your Campus Wide Login to login. After having joined AMS ClubHouse, follow the steps outlined below to acquire authorization.

 

New Treasures:

Step 1: Attend a Treasures Orientation

  • Treasurers must attend one of the pre-scheduled orientations running from May to August at the AMS Main Offices (3500 Block of the Nest). The schedule of orientations can be found under the ‘Events’ tab in AMS ClubHouse, a link is provided here. Register for a session that fits best with your schedule and be sure to attend.

Step 2: Read the Finance Department Policy Handbook

  • The policy handbook can be found on AMS ClubHouse under the “More” tab à “Links” à “Club Files”. Under the finance subsection; a link to the Policy Handbook is provided here.

Step 3: Complete the Treasurers Test.

  • The Treasurer’s Test form can be found under the ‘Forms’ tab on AMS ClubHouse. This is mandatory to fill out for all New Treasurers.

Step 4: Complete the Treasurers Authorization form.

  • The treasurer’s Authorization form is located under the ‘Forms’ tab on AMS ClubHouse. A link to the ‘Forms’ tab with is provided here.
  • Attach the completed President Supplementary Form at the end of the Treasurer Authorization Form, a link is provided here.
  • When attaching the document with your signature template, the document should have your signature written 3 times including your term start and end date. The Document should be saved as a PDF titled: MainAccountCode_ClubName_TreasurersLastName_TreasurersFirstName

Returning Treasurers:

Step 1: Read the Finance Department Policy Handbook

  • The policy handbook can be found on AMS ClubHouse under the “More” tab à “Links” à “Club Files”. Under the finance subsection; a link to the Policy Handbook is provided here.

Step 2: Complete the Treasurers Authorization form.

  • The treasurer’s Authorization form is located under the ‘Forms’ tab on AMS ClubHouse. A link to the ‘Forms’ tab with is provided here.
  • Attach the completed President Supplementary Form at the end of the Treasurer Authorization Form, a link is provided here.
  • When attaching the document with your signature template, the document should have your signature written 3 times including your term start and end date. The Document should be saved as a PDF titled: MainAccountCode_ClubName_TreasurersLastName_TreasurersFirstName

For Treasures Orientations, please check AMS ClubHouse for the updated schedule.

Sharepoint and Account Access

One of the fundamental roles of a Treasurer is keeping track of the club’s finances. To do so, you can get a print out of your club’s account details at the front desk administration office, or get it online.

The AMS Main Offices are open during the summer from 9 am to 4 pm, treasurers can come to the main office between these hours to request the print outs.

To review your club’s accounts online, treasurers can see club account balances and transaction details online via sharepoint.ams.ubc.ca. Treasurers and presidents who need access to their accounts should email fincomvc@ams.ubc.ca.

Square

Square is a point of sale software aimed at replacing traditional credit card terminals and cash registers. Square allows Clubs & Constituencies to take credit card payments for all club operations.

Square is provided free of charge by the AMS, to register for Square, please fill out the Square Request Form on AMS Clubhouse.

To learn more about square please watch the video provided by the AMS, a link is provided here.

Forms

Every AMS Club has to submit certain information to the AMS for administrative purposes, to process transactions, etc. The Finance Department Policy Guide (Finance Department Policy Guide) possesses information pertaining to the workings of different administrative processes, and should be consulted by Treasurers when uncertainty regarding a process arises. The following are the main forms treasurers will have to work with:

Important Documents To Read

General Forms

For information on how to fill out each form, please consult the Finance Department Policy Guide.